Checklist: Are You Ready to Work Remotely?

Select a Space

  • Establish a dedicated space to work. It should be safe, ergonomically suitable, and free from distractions including animals, kids, or other adults.
  • Ensure Internet and telephone connectivity is sufficient to support communication and access.

Equipment, Network, and Collaboration Tools Setup

  • Identify the equipment you need to do your job (e.g. laptop, headset, camera).
  • Secure your home wireless network. Learn more on the SANS Security Awareness website.
  • Set up remote collaboration tools (e.g. Google Chat, Zoom, Slack).
  • Install and set up the Campus VPN. SIS&T-supported staff should use the GlobalProtect VPN. Library-support staff should use the OpenVPN.
  • Determine if you’ll need access to department shared drives. 
  • Move important documents to cloud storage (e.g., Google Drive, Box).

Security

Set up Remote Desktop Access (if needed)

  • Before you can connect remotely to your office computer, you will need to request remote access from your local IT Help desk or https://ithelp.ucsb.edu and provide your computer’s serial number.
  • Someone from your local IT Help desk must enable your office computer for remote access.
  • Your work computer must be powered on each time you wish to connect remotely, but you do not need to be logged in.

Retrieve and Receive Voicemail From Offsite

  • Access your voicemail from off-campus. Dial 805-893-8800. When prompted, dial your four-digit extension number, followed by the * key. Enter your passcode when prompted.
  • Set up your office phone to send an email notification when you receive a voicemail. Instructions are available at  https://www.commserv.ucsb.edu/mwi/
  • Forward your office phone to your cell phone to receive calls directly to your cell phone. Visit Communication Services for instructions.

Maintain Communication with Your Supervisor

  • Obtain approval from your supervisor for your work schedule: start time, rest and meal breaks, and stop time.  Do not deviate from the work schedule without prior approval from your supervisor.
  • Schedule a daily check-in with your supervisor preferably via a video Zoom session or at a minimum by phone to ask questions, communicate issues, establish priorities, and share face-to-face time with your supervisor.
  • Establish a schedule with your supervisor to pick up mail and drop off other documents from the office on a regular basis.
  • Continue to hold meetings and participate in department meetings via a video Zoom session or at a minimum by conference call.
  • Learn to use Google Drive and Box to share documents and collaborate with your supervisor and co-workers.

Review Remote Work Forms with Your Supervisor

Print and review the following forms with your supervisor: